2015 NSF Large Facilities Workshop

Matthew J. HawkinsActing Head, Large Facilities OfficeMay 12-14, 2015

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NSF Large Facilities Workshop ~ 2015Purpose and Vision

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• Two‐Way & Open Exchange Formal & Informal Transparent

• Best‐Practices and New Policy• Lessons‐Learned• Identify & Solve Challenges

NSF Large Facilities Workshop ~ 2015Purpose and Vision

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• 2015 Workshop Report• 2016 ~ Washington, DC• 2017 ~ Off Site• Format & Agenda Inputs Please!

NSF Large Facilities Workshop ~ 2015Project Stages and MREFC Process

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NSF Large Facilities Workshop ~ 2015Project Stages and MREFC Process

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NSF Large Facilities Workshop ~ 2015Projects in the Design Stage

Regional Class Research Vessel (RCRV)

• Preliminary Design Phase• PDR Complete ‐ August 2014• Decadal Survey of Ocean Sciences 

(DSOS) Inputs Considered• Seeking Funding Approval

Antarctic Infrastructure Modernization for Science (AIMS)

• Conceptual Design Phase• Refining Project Scope and Schedule• CDR ‐March 2015• Seeking Approval for Preliminary 

Design Phase

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NSF Large Facilities Workshop ~ 2015Projects in the Construction Stage

National Environmental Observatory Network (NEON)

• ~65% Complete• Transition to operations at some sites• Schedule and budget re‐planning• Construction End ‐ October 2017

Ocean Observatory Initiative (OOI)

• ~95% Complete• Transition to Operations • All major assets deployed• Cyber‐Infrastructure and Science User 

Interface under final development• Construction End ‐ July 2015

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NSF Large Facilities Workshop ~ 2015Projects in the Construction Stage

Daniel K. Inouye Solar Telescope (DKIST)

• ~55% complete• Legal challenges being managed• Construction End ‐August 2019

Large Synoptic Survey Telescope (LSST)

• Construction Start – August 2014• Partnership with DOE (Camera)• New Cost Analysis Procedures 

Implemented to establish award at or below Board‐approved TPC

• New Contingency Policy Implemented 

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NSF Large Facilities Workshop ~ 2015Projects in the Construction Stage

Alaska Region Research Vessel(ARRV; R/V Sikuliaq)

• ~98% Complete• First funded science cruises (Dec 2014)• Final trials and shipyard warranty period• Construction End ‐ February 2016

Advanced Laser Interferometer Gravitational‐wave Observatory (AdvLIGO)

• ~98% Complete• NCE approved to allow for most advanced 

computing and data storage • Construction End ‐ September 2017

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NSF Large Facilities Workshop ~ 2015Projects in the Construction Stage

Atacama Large Millimeter Array (ALMA)

• Completed –March 2015

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NSF Large Facilities Workshop ~ 2015MREFC Budget Profile

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Notional Projects in the Development and Design Stages

Projects in the Construction Stage(Board Approved TPC)

~ $200M Budget Planning “Target” 

NSF Large Facilities Workshop ~ 2015Projected Operational Cost Profile

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~$100M increase over 6 years – All DirectoratesNSF FY13 Budget   = $6,902MNSF FY16 Request = $7,723M ~$800M

NSF Large Facilities Workshop ~ 2015NSF Budgets

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FY13 = $6.883BFY14 = $7.172B (4.1%)FY15 = $7.344B (2.4%)FY16 = $7.724B (Request)FY17 = ?

NSF Large Facilities Workshop ~ 2015Challenges

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• “Care and Feeding” of Infrastructure Investments• Balance with Science Investments

On‐going Discussion % Depends on Directorate/Division/Discipline Infrastructure necessary to do science

• “Next Generation” Research Infrastructure What’s Needed? How do we pay for? (Operations)

• Community‐based P5 Report (Particle Physics) Decadal Survey of Ocean Sciences

NSF Large Facilities Workshop ~ 2015Large Facilities Office

• Large Facilities Manual (LFM): Contingency Policy & Risk Management Cost Analysis Improved internal NSF Coordination of oversight & assurance via new Integrated Project 

Teams (IPT) OMB Clearance ~ Public Release End of May 2015

• Next Steps: Large Facilities Lexicon Standardized Roles & Responsibilities Clarified (NSF‐wide)

1. Ensure a Foundation‐wide risk management approach2. Provide additional rigor to technical, cost, schedule, and management reviews.3. Improve transparency, communication, and clarity on process and expectations.4. Increase capacity for efficient and effective project planning.

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NSF Large Facilities Workshop ~ 2015Large Facilities Office

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Assistance: The act of giving support or help; making it easier for someone to do something or for something to happen.

Assurance:  To give a strong and/or definite statement that something will happen or that something is true; to give confidence to.

NSF Large Facilities Workshop ~ 2015Assurance

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“It has been increasing apparent that a single office is challenged to perform all three functions [planning, assistance, assurance] and the lack of clarity around the performance of these three functions can leave the Foundation vulnerable.  To overcome this challenge, the Foundation needs to define the functions more precisely and assign them across the agency to more than one unit.” (Major Multi‐User Research Facilities Report, March 2013, pg 3)

Assurance is a shared responsibility

NSF Large Facilities Workshop ~ 2015NSF Integrated Project Team (IPT)

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RecipientManagement

NSFOversight & Assurance

Grants &  Agreements 

Officer(IPT member)

Program Officer 

(IPT Lead)

Project

CA $

Directorate

NSF Integrated 

Project Team (IPT)

Primary Roles & Responsibilities NSF Large Facilities Workshop ~ 2015NSF Integrated Project Team (IPT)

NSF Large Facilities Workshop ~ 2015NSF Process Improvements

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• Clarification on Policies & Procedures  Budget Contingency Use Management Fee Proposal Budget Cost Analysis

• Verify Configuration Control/CCB (PEP) and NSF Approval Thresholds

• Improved Cost Analysis (CDR > PDR > FDR) GAO Cost Estimating Guide Cost Book Guidance (Pending) Operational Proposal Budget Guidance (Pending)

• Incurred Cost Audits > $100M• Third‐Party Study of NSF Oversight of Large Facilities

http://www.napawash.org/current‐studies.html